PRIVACY POLICY
1. PRIVACY STATEMENT
1.1 Clements & Cox Ltd trading as Clements & Cox Ltd (“Clements & Cox Ltd”, “us”, “we”, and the “Firm”) respect your right to privacy. At Clements & Cox Ltd, we look after your personal information carefully. We adhere strictly to the requirements of UK data protection law and, in accordance with current law, we are registered on the public register of data controllers which is looked after by the Information Commissioner.
1.2 This Privacy Policy tells you who we are, how we collect, share and use information which identifies you (“personal data”) and how you can exercise your privacy rights. This Privacy Policy applies to personal information that we collect through our website at www.clementsandcox.com, (“website”), but also to other personal information that you may provide to us when we provide you with our services.
1.3 Please do take a moment to read this Privacy Policy. While dealing with us, we may ask you to provide us with detailed personal information relating to your existing circumstances, your financial situation and, in some cases, your health and family health history (“personal data”). This Privacy Policy is important as it allows us to explain to you what we will need to do with your personal data and the various rights you have in relation to this personal data.
1.4 If you have any questions or concerns about our use of your personal information, then please contact us using the contact details provided at the bottom of this Privacy Policy.
1.5 This policy was last updated in September 2025.
2. WHAT DO WE MEAN BY “PERSONAL DATA”?
Personal data means any information that describes or relates to your personal circumstances. Your personal data may identify you directly, for example, your name, address or date of birth. Your personal data may also identify you indirectly, for example, your employment situation or your employer’s name.
3. HOW WE USE YOUR PERSONAL DATA
We process your personal data so we can provide our services, support, and training. This includes:
Handling requests for services, support, or training
Processing your orders
Sending you newsletters, offers, or event updates (if you’ve opted in)
We may also use your personal data when:
It is necessary to meet our contractual obligations to you
It is in our legitimate business interests and does not override your rights
We are required to comply with legal or regulatory obligations
Where we rely on your consent (e.g., for marketing), you can withdraw it at any time.
4. HOW WE COLLECT AND USE YOUR DATA
4.1 Most of the data we hold comes directly from you. You usually provide it during our initial contact or conversations with us, whether verbally, in writing, or by email, so we can understand your needs and preferences in relation to our services.
4.2 The information we collect may include both personal details (such as your name, contact details, and role) and business details (such as your company name, address, or VAT number). Where business details identify an individual, they are treated as personal data under data protection law.
4.3 We take reasonable steps to ensure that all data we hold is kept secure. If a security or privacy breach occurs, we will contact you directly and notify the Information Commissioner’s Office (ICO) if required by law.
5. WHEN YOU ORDER FROM US
When you purchase from us, we’ll ask you to provide information including your name, billing address, shipping address, email address, phone number, credit card/payment details and optional account information like username and password. We’ll use this information for purposes, such as, to:
Send you information about your account and services
Respond to your requests, including refunds and complaints
Process payments and prevent fraud
Set up your account for online support tickets
Comply with any legal obligations we have, such as calculating taxes
Send you marketing messages and communication, if you choose to receive them
We generally store information about you for as long as we need the information for the purposes for which we collect and use it, and we are not legally required to continue to keep it. For example, we will store order information for 7 years for tax and accounting purposes. This includes your name, email address and billing and shipping addresses. We will also store comments or reviews if you choose to leave them.
6. WHAT HAPPENS TO YOUR PERSONAL AND ORGANISATION DATA WHEN IT IS DISCLOSED TO US?
6.1 In the course of handling your data, we will:
Record and store it on mobile devices and our computer systems (including websites, email, hard drives, servers, and cloud facilities). Access is restricted to Clements & Cox Ltd employees and only when necessary to provide our services or carry out related services and administration.
Use your data to respond to your queries, deliver managed services, and inform you of relevant developments in our services or policies.
7. HOW WILL WE SHARE YOUR DATA?
7.1 Clements & Cox Ltd will not share your data with anyone.
7.2 We do not envisage that the performance by us of our service will involve your personal data being transferred outside of the European Economic Area. If we ever do transfer personal data outside the UK/EEA, we will ensure appropriate safeguards are in place, such as adequacy decisions or standard contractual clauses.
8. YOUR PERSONAL DATA SECURITY AND RETENTION
8.1 Your privacy is important to us and we will keep your personal data secure following our legal responsibilities. We will take reasonable steps to safeguard your personal data against it being accessed unlawfully or maliciously by a third party.
8.2 We also expect you to take reasonable steps to safeguard your own privacy when transferring information to us, such as not sending confidential information over unprotected email, ensuring email attachments are password protected or encrypted.
8.3 Your personal data will be retained by us either electronically or in paper format for a minimum of six years, or for as long as required to comply with legal, regulatory, or contractual obligations.
8.4 Data required for our education services will not be retained by Clements & Cox Ltd beyond any initial setup period, typically less than one month, or for the duration of any education service where it is required to carry out the contracted service, however, it is expected data should be held in the schools environment with Clements & Cox Ltd employees provided controlled access by the school.
9. YOUR RIGHTS IN RELATION TO YOUR PERSONAL DATA
9.1 You have a number of rights under data protection law. You can:
request copies of your personal data that is under our control
ask us to further explain how we use your personal data
ask us to correct, delete or require us to restrict or stop using your personal data (details as to the extent to which we can do this will be provided at the time of any such request)
ask us to send an electronic copy of your personal data to another organisation should you wish
object to us using your data for direct marketing or when processing is based on our legitimate interests.
change the basis of any consent you may have provided to enable us to market to you in the future (including withdrawing any consent in its entirety)
10. HOW TO CONTACT US
10.1 If you have questions about this Privacy Policy, or if you want to exercise any of your data protection rights, please contact us:
Registered Office: Clements & Cox Limited, 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ
10.2 If we feel we have a legal right not to deal with your request, or to action it in a different way to how you have requested, we will inform you of this at the time.
10.3 You should also contact us as soon as possible on becoming aware of any unauthorised disclosure of your personal data, so that we may investigate and fulfil our regulatory obligations.
10.4 If you have any concerns or complaints as to how we have handled your personal data you may lodge a complaint with the UK’s data protection regulator, the ICO, who can be contacted through their website at https://ico.org.uk/global/contact-us/ or by writing to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
WHAT ARE COOKIES?
As is common practice with almost all professional websites this site uses cookies, which are tiny files that are downloaded to your computer, to improve your experience. This page describes what information they gather, how we use it and why we sometimes need to store these cookies. We will also share how you can prevent these cookies from being stored however this may downgrade or ‘break’ certain elements of the sites functionality. For more general information on cookies see the Wikipedia article on HTTP Cookies.
HOW WE USE COOKIES
We use cookies for a variety of reasons detailed below. Unfortunately in most cases there are no industry standard options for disabling cookies without completely disabling the functionality and features they add to this site. It is recommended that you leave on all cookies if you are not sure whether you need them or not in case they are used to provide a service that you use.
DISABLING COOKIES
You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of the site. Therefore it is recommended that you do not disable cookies.
THE COOKIES WE SET
When you submit data to us through a form such as those found on the Get in Touch pages or comment forms cookies may be set to remember your user details for future correspondence.
THIRD-PARTY COOKIES
In some special cases we also use cookies provided by trusted third parties—the following section details which third party cookies you might encounter through this site.
This site uses Squarespace analytics which is one of the most widespread and trusted analytics solutions on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.
For more information on Squarespace analytics cookies, please refer to the Squarespace website.
Third party analytics are used to track and measure usage of this site so that we can continue to produce engaging content. These cookies may track things such as how long you spend on the site or pages you visit which helps us to understand how we can improve the site for you.
We also use social media buttons and/or plugins on this site that allow you to connect with your social network in many ways. For these to work the following social media sites including; Facebook, Twitter, Instagram, will set cookies through our site which may be used to enhance your profile on their site or contribute to the data they hold for various purposes outlined in their respective privacy policies.
MORE INFORMATION
If you are still looking for more information than you can contact us through one of our preferred contact methods.
Email: enquiries@clementsandcox.com
Clements & Cox Ltd will treat any and all information received confidentially and will only use that information to allow us to deal with your enquiry, with the exception of where the law requires us to disclose it, or where it is necessary to disclose the information to comply with a regulatory or legal process.
If you wish to see the information we hold on you, you are within your rights to make a request.
Clements & Cox Ltd cannot guarantee that any emails sent to us by you will be received safely. We do not guarantee that emails sent by us to you will be secure.
Clements & Cox Ltd are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
OUR GDPR COMPLIANCE STATEMENT
We are committed to ensuring that your privacy is protected and we strictly adhere to the provisions of all relevant Data Protection Legislation, including UK GDPR and Data Protection Act 2018, ensuring all personal data is handled in line with the principles outlined in the regulation that state:
Personal data shall be:
Processed lawfully, fairly and in a transparent manner in relation to the data subject
Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes
Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed
Accurate and, where necessary, kept up to date
Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed
Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures
Clements & Cox Ltd respects our customers’ rights to data privacy and protection and as such we have revised our internal policies, procedures, working practices in order to meet the requirements of the GDPR.
We place a high priority on protecting and managing data in accordance with accepted standards and indeed helping our customers utilise our products and services to the same end.
Clements & Cox Ltd are committed to compliance with the UK GDPR and Data Protection Act 2018 as both a processor and controller of personal data and ensure compliance on an ongoing basis.